Administrative Assistant

Buglife, a dynamic and forward-thinking conservation charity, is seeking a dedicated individual to join us as an Administrative Assistant. This is a unique opportunity to contribute to the smooth operation of our Admin systems and processes, supporting our mission to preserve and protect biodiversity.

The role entails running supporter and contact reports in collaboration with other colleagues; Prompt and accurate filing of all paperwork relating to supporters; Ensuring Gift Aid declarations are valid and recording them accurately on database; Processing all income received, logging this on databases; Ensuring regular banking of all cheques and cash received; Maintaining the funding paperwork / contracts; Organising and scheduling appointments; Plan meetings and take detailed minutes; Write and distribute email, correspondence memos, letters, faxes and forms; Assist in the preparation of regularly scheduled reports; Develop and maintain a filing system; Coordinate logistics for meetings, including room setup and catering; Uses word processing and presentation software to create and edit documents; Operate and maintains office equipment, including printers, copiers, and fax machines; Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand; Research as requested and compiles and summarises information for reports or presentations; Update and maintain office policies and procedures; Maintain contact lists; Book travel arrangements; Submit and reconcile expense reports; Provide general support to visitors; Act as the point of contact for internal and external clients.

Job requirements include a minimum of 1 year of experience in an administration role, effective communication and interpersonal skills, ability to handle sensitive information with discretion, well-organised and self-motivated individual who can plan, prioritise work, and meet tight deadlines with ease, keen eye for detail and adherence to policies and procedures, proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), previous experience operating filing systems, confident and persuasive manner, coupled with a professional, flexible, and positive approach, ability to work effectively as a member of a team or independently, with or without direct supervision, and pragmatism, innovation, enthusiasm, and the ability to motivate others.

Benefits include 23 days annual leave plus bank holidays and a paid Christmas shutdown period, access to an Employee assistance programme and additional wellbeing support through Thrive, and a half day off on the last Wednesday of every month to support your wellbeing.

To apply please email your CV and a covering letter explaining why you are the best person to support our work with pollinators via the form below. Closing date for applications: Friday 29 March 2024. Interviews will be held, in person, on Wednesday 3 April 2024.